1.5 Before Leaving Your Desk
1.5.1 Forwarding Your Calls (Call Forwarding [FWD])
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You can have your incoming calls forwarded to a specified destination.
The following methods are available: |
All Calls:
All calls are forwarded to a specified extension regardless of the status of your extension. |
Busy/No Answer (BSY/NA):
All calls are forwarded when you do not answer within a specified time period or when your extension is busy. |
To Outside (CO) Line:
All calls are forwarded to an outside party if your extension is permitted through system programming. The call duration is limited. |
Follow Me (From):
If you fail to set the above-mentioned "All Calls" to forward before you leave your desk, you can set your calls to be forwarded from the destination extension. |
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You can set the voice mail extension number as the Call Forwarding (FWD) destination to receive calls into your mailbox. |
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You can set the Built-in Voice Message (BV) feature number as the FWD destination to receive calls into one of the voice message areas. |
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The destination of an extension's forwarded calls can call or transfer calls to the original extension. |
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To set/cancel from another extension
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The FWD/DND button light shows the current status as follows:
Off: Neither feature is set.
Red on: Do Not Disturb (DND) mode
Flashing red slowly: FWD mode |
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If a proprietary telephone (PT) user sets the FWD—Busy/No Answer feature, the FWD/DND button light will keep flashing while on-hook. To stop the button from flashing, go off-hook and enter "716#". |
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A call can only be automatically forwarded one time.
In the example below, extension A's calls are being forwarded to extension B. If extension B tries to set FWD to extension C, the extension B user hears a reorder tone and the setting is denied. If extension B has already set FWD to extension C, and extension A tries to set FWD to extension B, the setting is also denied. |
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You can confirm the current FWD destination by pressing the FWD/DND button while on-hook. |
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1.5.2 Showing a Message on the Caller's Telephone Display (Absent Message)
| If you are unable to answer calls, you can select a brief message that will be shown on the displays of Panasonic display proprietary telephone (PT) users when they call you. The message you select can explain the reason for your absence, and is also shown on the display of your PT every time you go off-hook. |
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At Ext %%% (Extension number) |
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Back at %%:%% (Hour:Minute) AM (or PM) |
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Out Until %%/%% (Month/Day)* |
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* The date order varies depending on your country/area. |
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Enter the desired value in the "%" positions. You must enter the number of digits represented by the number of "%" symbols. |
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1.5.3 Preventing Other People from Using Your Telephone (Extension Lock)
You can lock your extension so that outside (CO) line calls cannot be made. This can be useful to prevent other people from making inappropriate calls using your extension.
This feature is also known as Electronic Station Lockout. |
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If your extension is locked, it cannot be used to perform the following operations: |
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| — Making outside (CO) line calls |
| — Accessing logged information |
| However, you may be able to make outside (CO) line calls depending on system programming. |
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If you forget the code or cannot unlock your phone, ask your operator or manager.
He or she can unlock your extension (Remote Extension Lock). |
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The lock code must be 4 digits and must not include the "#" or " " characters. |
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The operator or manager can cancel this feature for all extensions (Extension Lock—CANCEL ALL). |
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This feature also functions as Incoming Call Log Display Lock. |
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1.5.4 Leaving a Group (Log-in/Log-out)
| You can change your status in an extension group. When you log out, incoming calls to the group will not ring at your extension. When you log back in, calls will again ring at your extension. (Default: Log-in) |
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The Log-in/Log-out button light shows the current status as follows:
Off: Log-in mode
Red on: Log-out mode |
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The last member of a group cannot log out. |
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1.5.5 Using Voice Messaging (Built-in Voice Message [BV])
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If an optional voice message card is installed in the PBX, a caller can leave a voice message in one of the voice message areas. There are 2 types of voice message area: personal message area and common message area.
A personal message area is where callers can leave messages directly for you. When an incoming call (a call direct to your extension, or a call using the Direct Inward System Access [DISA] Automated Attendant [AA] service) is forwarded to your personal message area, the caller will hear a personal Built-in Voice Message (BV) outgoing message (OGM) and can leave a voice message. You can access your personal message area to play back or erase caller messages.
A common message area is where callers can leave messages for the company. When an outside (CO) line call is automatically directed to the common message area, or when a DISA call is redirected to the common message area via Intercept Routing, the caller will hear a common BV OGM and can leave a voice message. Only the operator or manager can access the common message area to play back or erase caller messages.
If there are new voice messages in your personal message area or the common message area (if accessible), you will hear dial tone 4 when going off-hook. Additionally, if your telephone has a MESSAGE button or Message/Ringer Lamp, the corresponding button or lamp turns on when a message has been left.
You can also perform the following operations: |
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You can record, play, or erase a personal BV OGM for your personal message area. |
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The operator or manager can record, play, or erase a common BV OGM for the common message area. Refer to "2.1.6 Recording, Playing, or Erasing Common BV Outgoing Messages". |
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You can set incoming calls to be forwarded to your personal message area, when you cannot answer them. |
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You can leave a voice message in the personal message area of another extension, even if the extension has not been set to forward incoming calls to its personal message area, or even if no personal/common BV OGM has been recorded (Direct Message).
When a caller leaves a voice message using the Direct Message feature, the voice message is automatically linked to the caller information (including the extension number and name [if stored]) in the Incoming Call Log. |
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You can access the personal/common message area from an outside telephone by using a preprogrammed voice message access code. The code to enter differs depending on whether you are calling directly to an extension (that is forwarded to the extension's message area) or to the common message area, or you are calling with DISA. |
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Call Log
When viewing caller information, you can see whether the caller left a voice message. For more details, refer to "1.9.1 Calling with the Incoming Call Log". |
Notes
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If you set the Voice Mail Integration feature, the BV feature will not function. |
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When another extension user is recording or erasing a personal/common BV OGM, you cannot perform any operations using the BV feature. When another extension user or an outside caller is performing operations other than those mentioned above, you may not be able to use the BV feature. In this case, wait a few minutes and try again. |
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Recording, Playing, or Erasing Personal BV Outgoing Messages
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The AUTO DIAL/STORE button light shows the current status as follows:
Off: You are recording a message, or a message has finished playing.
Red on: A message is playing. |
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You can stop playback by pressing the AUTO DIAL/STORE button. |
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Forwarding Your Calls to Built-in Voice Message
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Setting this feature also cancels other types of Call Forwarding (FWD)/Do Not Disturb (DND). |
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Leaving, Playing, or Erasing Voice Messages
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To leave a voice message in a user's personal message area
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To leave a voice message in the common message area
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To leave a voice message using Direct Message
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To view and play back a voice message in a voice message area
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To play back all voice messages in a voice message area
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To erase all voice messages in a voice message area
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To play back and/or erase voice messages from an outside telephone
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*1 To erase a voice message while listening to the message, enter "3". You will hear dial tone 3. Enter "3" again to erase the message. If you change your mind and decide not to erase the message, dial another number ("1", "2", or "9") or go on-hook while hearing dial tone 3. |
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*2 For a directed call to an extension (forwarded to the extension's message area), that extension's voice message access code must be entered. While hearing the common BV OGM, the operator/manager's voice message access code must be entered. |
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*3 When you are calling from an outside telephone, after hearing dial tone 3 for 5 seconds, the next message is automatically played back. You can dial any function number ("1", "2", "3", or "9") while confirming any message. |
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Callers cannot put a call on hold by pressing the TRANSFER or HOLD button while recording a voice message. |
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If you enter a wrong voice message access code, when trying to play back voice messages from an outside telephone, the call will be disconnected after 10 seconds. When playback is complete, or you have no voice messages recorded, the call will be disconnected after 5 seconds. |
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When you erase voice messages, the caller's information is erased simultaneously. |
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The MESSAGE button light or Message/Ringer Lamp shows the current status of the voice message area as follows:
Off: No voice messages, or old voice messages only
Red on: New voice messages
If your telephone has no MESSAGE button or Message/Ringer Lamp, you cannot tell by looking whether there are new voice messages. |
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If a new voice message has been recorded, you will hear dial tone 4 when going off-hook. |
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When the remaining recording time for the PBX is less than 5 minutes or when 125 voice messages have been recorded, the display informs you that the voice message area is full, and you hear dial tone 5 when going off-hook. If the remaining recording time goes back to being 5 minutes or more, for example, when messages are erased, the display returns to the idle status display and you will hear another dial tone instead of dial tone 5 when going off-hook. |
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A proprietary telephone (PT) user can listen to voice messages by entering the Message Waiting Answer feature number, "784# (7840)". |
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